The Flowsheet Section In-Depth (CPT codes)

Daily Flowsheet

If this is the first document you are creating for a patient, you will need to add a new flowsheet.

A Flowsheet is basically a list of exercises performed with a patient as well as details about those exercises and what you will bill them for.

It is a helpful high-level tool for seeing the progression of exercises for a particular patient.

First, you will click the green Add New button.

Add Flowsheet Preview

In the new flowsheet window, you can

  1. Specify a flowsheet title
  2. Describe the exercise or modality
  3. Indicate the sets, reps and duration (if applicable)
  4. Designate the CPT code
  5. List treatment precautions
  6. Document additional notes about that exercise / modality / treatment

PLEASE NOTE: DO NOT create new flowsheets for each exercise.

7. If you wish to add an exercise to the patient’s flowsheet (and thus to the billing for this document), please click Add Component. Generally, you want each component to correspond to a seperate CPT code.

You can add unlimited exercises (and unlimited components) to a daily flowsheet.

8. When you are done adding components, click Save Flowsheet.

CPT Code Selector

Under the ‘Charge As’ field, you can select from a menu of CPT codes by clicking the green CPT Selector button.

Select from the list of CPT codes and click Add

The CPT codes you entered in this flowsheet will be populated into your billing section.

Flowsheet Tab

Now that we have saved our flowsheet, it can be found in the Flowsheet section with the associated appointment date.

Please note that the lock icon on the ‘ACTION’ column of the flowsheet indicates that the flowsheet is NOT ACTIVE(meaning that the codes in this flowsheet will NOT populate into the billing section).

Only current flowsheets can be edited or deleted.

Past flowsheets can be duplicated or previewed, but not deleted.

non-editable flowsheet components are designated with a ‘lock’ icon.

By default, the 3 most recent flowsheet components show, and the others can be made visible when the ‘expand’ button is clicked. The flowsheet pop up also opens faster, and flowsheet editing is easier and faster.

Flowsheet duplication

When you click “Duplicate” on a previous flowsheet, you will be taken to a screen where all of the exercises and charges have already been entered according to your duplication.

From here you can Add a Component, edit any of the existing components or remove them and then click Save Flowsheet.


Duplicating a flowsheet cont.

When you duplicate a flowsheet, it becomes current.

The charges from all current flowsheet ONLY will appear in the billing section.

Clicking on the blue “Preview” button will show you a high-level overview of each flowsheet with the associated date and exercises, so you can see how your patient’s treatment (and capabilities) are progressing.


Flowsheet – IMPORTANT CONSIDERATIONS

Flowsheets are very helpful high-level tools for seeing your exercise regimen for a particular patient as it changes or stays the same over time.

The first step to creating a flowsheet is to hit the green “Add New” button.

PLEASE NOTE: ONLY CREATE ONE FLOWSHEET PER PATIENT NOTE/VISIT.

The codes for your billing section will populate from the Flowsheet you create (or copy) during this visit, so it is important that you only maintain one.

You can title your flowsheet; you will note that the date is the date of the related patient appointment.

From there, you can enter in the exercise description, reps and sets, durations, treatment precautions and notes for each individual component (or exercise).

In the Charge As field, you can choose from a menu of CPT codes by clicking the green “CPT Selector” button. The codes you enter here (or copy from a previous flowsheet) are what will populate into the billing section.

When you want to add a new exercise, click Add Component.

Do NOT create a new flowsheet for each exercise.

When you are done, hit Save Flowsheet.

 

Flowsheet options

The user has the option to

1 – Create a new flowsheet component

2 – Preview a previous flowsheet

3 – Duplicate a previous flowsheet

4 – Edit existing flowsheet

5 – Delete an existing flowsheet

6 – Preview record of all previous components and view entire flowsheet

7 – Create templates

Flowsheet options

Once you are done with your flowsheet, you will see it in the flowsheet list.

You will see the title and date of associated appointment, as well as an icon indicating whether or not the flowsheet is CURRENT.

Current flowsheet charges are what will appear in the billing tab for the clinician to review, before the document is finalized.

If a flowsheet is current, the icon will be an Open Eye. If the flowsheet is current, you can edit a flowsheet, edit a flowsheet or duplicate the flowsheet.

Once a flowsheet is no longer current, the eye icon will be crossed out.

You can only duplicate a previous flowsheet.

You can click the blue “Preview” button to see an overview of all exercises for that patient from your previous and current flowsheets.

 

Propagate Flowsheet

By default, all line items in active, editable flowsheets will display a red ‘PENDING’ button. The user will simply click on the red ‘PENDING’ button to automatically change it to a green ‘CONFIRMED’ button and then click ‘save flowsheet’.

The user will also be able to re-edit an active flowsheet, click on the green ‘CONFIRMED’ button and switch the flowsheet component back to a ‘PENDING’ status. Remember to save the flowsheet and then proceed to claim review.

Flowsheet Preview

Click on ‘PREVIEW’ if you wish to see an overview of all the previous template used for the patient

This is how the flowsheet looks like in a preview pop-up box.

All components that were propagated will show in black font while the red ones are the unconfirmed components.

Flowsheet Association

When set to ‘YES’, the user will be asked to select a designated document type (initial evaluation, progress note, daily note, re-evaluation and / or discharge). One or more documents can be selected. Once selected, the flowsheet preview (associated with the same date of service) will also appear on the PDF of the selected document type(s). This applies to that particular user.

To turn this is on, Please go to administration > edit staff > flowsheet > flowsheet association and enable this setting for your clinical users.

Click here to access the training on how you manage staff profile under Administration

 

PDF Preview when Flowsheet Association is enabled

The Flowsheet preview will appear below the Provider’s signature on the PDF copy of your documentation when the Flowsheet Association is enabled under Administration-Edit Staff